Taking Payments

Payments in Maxillo are recorded, not taken. You collect the money on your own card machine or in cash, then record it on the patient's record with the method used. There is no card terminal connected to Maxillo.

Before you start

• Everything happens on the patient's Invoices & payments tab. Open the patient record and choose it from the tab bar.
• Payment methods are Card, Cash, Bank transfer, Payment plan and Insurance.
• An invoice moves through Draft, Issued, Part paid and Paid. An issued invoice can also be voided. To settle a specific invoice, record the payment on that invoice rather than on account.

Steps

Record a payment against an invoice

1. On the Invoices & payments tab, find the invoice under Invoices. Click its row to open it if it is collapsed.
2. In the payment line, type the amount in the box that shows how much is due, choose the method, and press Record payment.
3. The invoice status updates to Part paid or Paid.

Record a payment on account

1. Use Record a payment on the right of the tab when the money is not for a specific invoice, such as a deposit.
2. Enter Amount (£), check Paid on, choose the Method and press Record payment.
3. The payment appears under Payments. If it is not allocated to an invoice it shows as Credit at the top of the tab.

Issue an invoice

1. Press New invoice. A draft opens.
2. Under Uninvoiced treatment, press Add next to any completed treatment to pull it onto the invoice. To add something else, type a Description and Amount £ and press Add line.
3. Press Issue invoice. The lines lock and the status becomes Issued. A draft you no longer need can be removed with Delete draft.

Send a receipt or invoice

1. Next to a payment under Payments, press Email receipt.
2. On an issued invoice, press Email to patient to send it with a PDF attached, or Download PDF to print it.

Use credit or give a refund

1. When the tab shows Credit on account, choose an invoice under Apply to an invoice, enter the amount and press Apply credit.
2. To return money, enter the amount, method and a reason under Refund to the patient and press Record refund. You still make the actual refund on your card machine or by transfer.

Correct an issued invoice

1. Press Issue a credit note, enter the Amount £ and the reason, and press Issue credit note. The credit note reduces what the invoice claims.
2. If the whole invoice was wrong, press Void this invoice, give a reason and press Void invoice.

What happens next

The Outstanding (invoiced) and Collected figures at the top of the tab update straight away. The same numbers feed the Payments page, which shows Takings for the day, invoices Awaiting payment and Recently settled. Issued invoices are never edited: corrections are always a credit note, refund or void.

Common problems

• Record payment is greyed out — enter an amount first. On an invoice, the button only shows while something is still due.
• The payment went on account instead of the invoice — apply it using Apply to an invoice under Credit on account.
• I cannot void an invoice — the tab will tell you that uncredited payments sit against it. Issue a credit note for the amount paid, then void.